Peak Publications Society Board of Directors Meeting Agenda
November 19, 2015
The Peak offices
Chair: Max Hill
In Attendance:
- Maia Odegaard (Board Secretary, non-voting)
- Max Hill (Editor-in-Chief)
- Tamara Connor (Collective Rep)
- Melissa Roach (Collective Rep)
- MuhammadQasim Dewji (Employee Rep)
- Thadoe Wai (At-large Rep)
- Call to Order
- Approval of Agenda
- Approval of past minutes from October 22, 2015
- Financial update
Maia to present the state of the Society’s finances through September 2015 (see appendix A)
- Reintroduction of the Features Editor
Melissa will present a motion to reinstate the role of Features Editor for the spring semester, with
several adjustments to the previous job description. The hiring panel will also be responsible for
advertising and ultimately hiring a student to fill the role.
- Allotment of funds for Peak financial award
Maia and Max will present a motion for the allotment of Peak funds towards an endowment with SFU,
five per cent of which will be awarded annually to an SFU student based on academic achievement as well as previous involvement with The Peak.
- Distribution manager job description and expanded responsibilities
Max will inform the board on discussion with SFU Residence in hopes of introducing Peak stands into
the Madge Hogarth Building, the Dining Hall, and the area outside the residence buildings; ______ will
then present a motion to alter the job description of the Burnaby distribution manager to account for
these new responsibilities.
- Board representative for hiring board
The board will elect a member to serve on the hiring board to choose The Peak’s editorial team for
the spring semester
- Addition to the responsibilities of the Collective Reps
Tamara will present a recent issue raised by a member of the collective. This issue is largely focused around the availability of minutes/decisions made by the board. A member of the collective would like important information to be shared with everyone immediately following the meetings as opposed to waiting for the board to approve the minutes and then posted a month later. Tamara will present several options to mitigate this issue.
- Adjournment
Peak Publications Society Board of Directors Meeting Agenda
October 22, 2015
The Peak offices
Chair: Max Hill
In Attendance:
- Maia Odegaard (Board Secretary, non-voting)
- Max Hill (Editor in Chief)
- Tamara Connor (Collective Rep)
- Melissa Roach (Collective Rep)
- MuhammadQasim Dewji (Employee Rep)
- Thadoe Wai (At-large Rep)
- Cecile Favron (Guest)
- Call to Order: 4:34 p.m.
- Approval of Agenda
Move item 10. “50th Anniversary” to item 4. so that Cecile may leave afterward.
Qasim/Melissa
All in favour
- Approval of past minutes from September 17, 2015
Qasim/Tamara
- 50th Anniversary (see Appendix B)
Whereas large scale events could benefit from a post-mortem to be reviewed by the board
Whereas the current Promotions Coordinator has been consulted regarding adding a duty to the current job description
Whereas Maia Odegaard, Business Manager, and Cecile Favron, Promotions Coordinator, will draft a working template for post-event summary
BIRT the position of Promotions Coordinator included filing a comprehensive report following large scale events, using a template.
Melissa/Tamara
All in favour
- Financial update
Maia presented the state of the Society’s finances through September 2015 (see appendix A)
Melissa Roach requested that the Tartan expenditures be presented separately. Maia to add Tartan lines to the Revised Budget for fall 2015.
No vote
- Bookkeeper for bank reconciliation
Our accountant, Andrea Knorr, suggested we bring in a bookkeeper every quarter to do bank reconciliation.
BIRT we hire Nadine Simcoe to perform bank reconciliation every quarter, at $30/hour for roughly three (3) hours each fiscal quarter, to assist with CGA Andrea Knorr’s year end workload.
Tamara/Thadoe
- Implementation of liability form for photo contributors
Whereas Photo Editor Lisa Dimyadi suggests we introduce a liability form for those borrowing the Society’s cameras and photo equipment
BIRT we establish a liability clause to be signed semesterly by contributors, over seen by the Photo Editor, filed with the Business Manager, with a $50 (fifty-dollar) damage fee for equipment borrowed, subject to the discretion of the Board.
Tamara/Qasim
All in favour
- Website Hosting
Maia and Qasim reviewed the current about of space we get from the web host in light of the recent down time the website experienced, and decided that a larger package was required to avoid these outages in future.
BIRT we increase the monthly hosting budget from $54.99 USD ($74.75 CAD) to $94.99 USD ($125.06 CAD).
Qasim/Melissa
All in favour
- Website archival (see Appendix C)
Whereas keeping 5 (five) years of past content online is deemed sufficient
Whereas the Digital Strategist will take on the task of wiping the content from over 5 (five) years ago
BIRT the Digital Strategist’s job description shall be amended to include “responsible for purging the Peak’s website of old content on an annual basis and maintaining a catalogue of five years as an online archive.”
Melissa/Tamara
All in favour
- CUP NASH
BIRT The Peak will send 16 delegates and one Business Manager to CUP Nash in Toronto from January 6 — 10, 2016. The conference budget will be increased by $18,800 to come from the savings account.
Qasim/Tamara
All in favour
- In Camera session
All those who are not directors will be asked to leave the meeting.
- Adjournment: 6:08 p.m.
